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Senior Development Assistant

Company: Beacon Hill Staffing Group, LLC
Location: Cambridge
Posted on: November 25, 2022

Job Description:

Our client, a university located in Cambridge, MA, is seeking a Senior Development Assistant to join the team. This position is Monday-Friday from 8am-5pm and pays $24 an hour.Job Duties:

  • Provides complex administrative support to the Executive Director of Individual Giving and team, including guidance on the most efficient organization of office staff support services. Additionally, aiding management team with their work to ensure efficiency and coordination of activities.
  • Among the responsibilities will be scheduling meetings, requesting/interpreting and analyzing data.
  • In conjunction with fellow Senior Administrative Assistant helps manage the Executive Director's and several Fundraising staff members' calendars.
  • Together with the Executive Director and Fundraising staff, reviews the calendar to ensure that meetings are properly planned and scheduled.
  • Assures the presence of staff at key meetings; distributes information and analyzes follow-up actions.
  • Anticipates the Executive Director's and team's needs while juggling multiple tasks in a fast-paced environment. Prioritizes issues that demand the attention of the Executive Director and the fundraising teams and aid in the implementation of plans.
  • Coordinates, organizes, and tracks monthly All Staff meetings and their associated internal meetings and workflow.
  • Establishes and maintains agendas, meeting minutes, and follow-up for all staff, field staff, and numerous regional and Office of Gift Planning (OGP) meetings.
  • Arranges travel that involves complex itineraries and several appointments per trip.
  • Arrangements include arranging staff schedules as well as senior officers and other Resource Development colleagues' schedules and distributes itinerary information to relevant individuals.
  • Prepares Institute forms, such as E-travel requisitions, vouchers, and payment requests with limited authority to sign.
  • Pay close attention to detail in verifying budget expenses, reconciling monthly statements (keeping track of budgetary/purchasing activities), identifying and resolving problems, and adhering to and communicating team and leadership policies and procedures.
  • Prepares Visiting Officer Confirmed Appointment Form (VOAs) for gift officers.
  • Creates and maintains lists for solicitations to corporation members, visiting committee nominations, and other as-needed lists.
  • List management for the chair and chancellor, as well as prospects for quarterly School Development Officers (SDOs) meetings.
  • Assists Development Associates with in generating reports from the Advance database.
  • Serves as the central source for critical OLG information. Collects data and communicates it to important stakeholders. Serves as a subject matter expert and best practices expert on a variety of office-related matters (e.g., Slack).
  • Coordinates dinner/event invitation mailings.
  • Assists fellow Senior Administrative Assistant in coordinating the support team's workflow and scheduling candidate interviews, and meetings related to the "onboarding" program for new employees.
  • Collaborates with staff on the planning and implementations New Employee Orientations and Trainings, including overseeing on-campus activities for all new employees. Coordinates office infrastructure (phones, computers, etc.) and workflow for new hires.
  • Under the direction of management, participates in the annual fiscal year planning process (e.g., pulling data, organizing, and reporting).
  • Creates PowerPoint presentations for the Executive Director of OIG.
  • Prepares ad hoc Advance management reports for the Executive Director on a project by-project basis.
  • Acts as a backup and fills in as needed for the Senior Administrative Assistant and/or Development Assistants.
  • Assists and is in responsible of reading, sorting, and distributing mail. Makes and sends out photocopies of correspondence and memoranda.
  • Responds to correspondence, as appropriate.
  • Demonstrates an understanding of the value of creating a diverse, equitable, and inclusive work environment.
  • Actively supports and engages in creating and sustaining a workplace that fosters creativity and innovation. Qualifications:
    • High School Diploma or Equivalent required.
    • 5+ years' administrative, office, or related experience required.
    • Wide ranging knowledge of office procedures required.
    • Previous project coordination experience strongly desired.
    • Excellent written and oral communication skills.
    • Must be able to multi-task, prioritize assignments, and meet deadlines, without compromising quality, in a demanding, high-volume work environment.
    • Ability to effectively organize oneself and others.
    • Strong planning, problem-solving, time management and decision-making skills.
    • Demonstrated ability to work with confidential information and exercise sound judgment.
    • Excellent interpersonal and collaboration skills including the ability to promote and foster a highly professional and welcoming office environment for many internal and external audiences.
    • Excellent interpersonal skills required; as are proficient writing, editing, and proofreading skills.
    • Familiarity with e-mail and electronic calendars highly preferred. Meticulous attention to detail, resourcefulness, flexibility and reliability are essential.
    • Ability to take initiative and anticipate consequences of actions, potential problems or opportunities for change.
    • Ability to work independently and collaborate as a team member who is willing to lend a hand at all times.
    • Demonstrated experience using Microsoft Office, including Word, Excel, and PowerPoint skills required.
    • Ability and willingness to work evening and weekends is required.
    • Bachelor's degree preferred. Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you.Beacon Hill. Employing the Future (TM)

Keywords: Beacon Hill Staffing Group, LLC, Cambridge , Senior Development Assistant, Other , Cambridge, Massachusetts

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